Biggest Booking Mistakes Guests Make When Checking In and Out of a Vacation Rental

The lengthening of the days signal that summer is not far away. Have you set out your calendar yet to plan this summer’s vacation rental getaway? We hope it includes a stay at Sea Ranch Abalone Bay. But how will you know that will be the best choice for you? To help you avoid costly common mistakes guests make when booking a vacation rental read on. We hope that these tips will make your travels even more enjoyable wherever you happen to stay.

Booking Mistake 1: NOT searching for a book-direct site — a costly mistake!

Avoid the biggest and most costly mistake.

The fact that you are reading this post on our direct booking website assures us you know the significant savings you get when booking directly rather than through an Online Travel Agency (OTA) platform such as Airbnb, Vrbo, TripAdvisor, and many others. Those platforms charge at least 20% extra just with their fees alone, never mind the fact that many owners, like us, also increase our booking rates to compensate for the charges we must pay for advertising through the sites. This adds hundreds, sometimes thousands, of dollars to the cost of your stay.

How to find Direct Booking sites

It is important to recognize that once you contact vacation rental owners, like us, through an OTA, we are obligated to complete the transactions through that platform. Failing that, we may be removed and blocked from ever using that site. Given that the agency platforms do not allow us to redirect you to our less expensive direct listing site through these platforms, how will you discover us or any other vacation rental?

It will take some basic sleuthing—”Googling”—on your part, but it can be done. The good news is that many property owners who advertise on online travel agencies (OTAs), such as Vrbo, make finding their websites easy. We suggest you look for obvious clues, such as the home’s name repeated in the text, as we do with “Sea Ranch Abalone Bay.” Then, search for other options to book the house, especially a direct booking website.

Use a comparison website

Even if there is no direct booking platform for the vacation rental of your choice, you may find a booking platform that offers a better rate than another. We recommend you use the comparison site, HiChee to make your search for comparison pricing a cinch.

So definitely use your comparative shopping skills when looking at your favored short-term rental location!

Booking Mistake 2: Not checking for added fees!

Whether booking via a listing site or directly, not asking about added fees is another costly mistake. These fees could include housekeeping costs, pet fees, resort fees, and even cancellation fees. They should all be made clear to you prior to booking. If not, be sure to ask the host or property management company what, if any, added fees you will need to pay beyond the basic daily rate.

It’s important to note that pet, parking, and even resort fees are acceptable as long as they’re not hidden.

California’s junk fee ban

The good news for those of you booking a vacation rental in California is that the newly instated “junk fee ban” goes into effect on July 1, 2024. This ban is encompassed by two bills: Senate Bill 478, which ensures that advertised prices—regardless of industry—are disclosed upfront, and Assembly Bill 537, which is specific to the state’s lodging rate transparency.

Booking Mistake 3: Not booking enough bedrooms

As the number in your party increases the need for accommodations for all becomes even more important. Just because Abalone Bay sleeps 6 people, doesn’t mean it comfortably sleeps your group of 6! While the parents may relish the principal bedroom’s king bed…

and the grandparents will relish waking up to ocean views from the queen bed…

it doesn’t follow the twins will enjoy fighting over the covers in the queen bed in the other guest bedroom!

Sofa sleepers and air mattresses not the answer

While sofa-sleepers and air mattresses add extra heads in beds, they cause their own set of headaches and limitations. For example, while the kids are sleeping in the living room’s pull-outs, the adults can’t hang out for fear of waking them. Worse yet, any early risers making coffee and breakfast must tip-toe around anyone sprawled out on the couch. And then there’s always the hassle of putting away a sofa bed each morning!

Booking Mistake 4: Booking in the wrong area

When booking in a location such as Sea Ranch that has distinct regions, how do you assure your desire for a dreamy ocean front vacation home will actually be on the ocean coast and not land you up in the middle of a redwood forest?

Of course you can always ask the owner for their address. But this is often a challenge when booking sites and owners are reluctant to share the exact address of the home you hope to book for security reasons.

While some won’t divulge the exact address (for security reasons), most owners and property managers will provide distance/drive times to nearby landmarks, grocery stores, etc.

To help you discover at least the general area the vacation rental is located we suggest you:

• Zoom into the platform’s map feature. Do you recognize nearby roads, beaches, tourist attractions, etc.?
• Read the property’s listing description. It often includes distance and walking/drive times to local attractions, bus routes, airports, and neighborhood shops.
• Just ask if unsure – you may be surprised with an answer.

Booking Mistake 5: Relying solely on photos

The general rule we recommend you to follow is don’t assume, ask! Do they have a floor plan that gives a clearer picture of the home’s layout. Prior to booking we recommend you verify if there is a special amenity, especially if it’s particular item you need. Sometimes photos can be unintentionally misleading. For that reason, we recommend you always verify the amenities, bed sizes, and home’s exteriors before booking. This includes even the more mundane items such as a closet. For instance we were surprised when we stayed at a home without a closet!

An inexperienced photographer with a wide angle camera lens can make furniture and rooms appear stretched out. While the intent was to capture the area in a single snapshot, travelers can feel duped if things are smaller than expected. Others might draw the curtains to a room to avoid having the too close house right next door or a busy intersection showing up in the view.

We recommend you also always verify actual bed sizes against the information in the listing description. This includes as one of our guests did, the height of a mattress from the floor given their physical disability and concerns about comfortably getting into bed. The listing should also indicate the home’s square footage, floor plans and summarize the bedroom/bathroom layout as well.

Booking Mistake 6: Not requesting early check-in or late checkout

We can attest that time management can be a challenge when on holiday. You might find that your plane arrival times have changed resulting with an earlier arrival time at the vacation house than planned. lt can be even more difficult when you must leave your temporary Paradise to return home. Trying to tidy up, getting packed and making sure you haven’t left any kids or dogs behind can be a challenge to accomplish before a checkout time at 11 AM.

That’s why we recommend that you contact as soon as possible the hosts of the home you booked to ask if they would consider either an earlier arrival and/or later departure. It may happen! Time changes are generally dependent upon the availability of housekeeping to prepare the home for you after the previous guests and the need to prepare it for the next after your departure. Some owners may charge you for the added hours, while others may be happy to let you enjoy the extra time at no added cost.

Booking Mistake 7: Assuming linens are provided

Even the most seasoned travelers can be guilty of this one. While most vacation rentals (in the U.S.) do provide linens and towels, in some areas it’s customary for guests to bring their own. Especially in East Coast beach regions. Others such as a local property management company offers an option to have linens added as an inclusive amenity, or allow you to save money and have you pack your own. Some places might provide bed sheets, but not the towels, and vice versa. So how can you tell?

Always check the property’s list of amenities supplied  to see what is provided. You can bet if you see an “optional linen fee” during checkout you’ll pay more for your beds to be made with provided linens. Owners/managers in many regions arrange for professional linen delivery services with delivery prior to check-in, and pick-up after departure. Others may have housekeeping employees manage the laundry.

Booking Mistake 8: Declining trip cancellation insurance

Your vacation plans may be one of the largest financial investments of the year. Most of us can’t afford to loose that investment that could be valued in terms of thousands of dollars.

After the last few years, especially given the experiences many of us had with the COVID pandemic, and fires, we’ve become more aware of the need for travel insurance. If you have an unexpected emergency, hurricane, fire, or worse yet, medical emergencies far from home canceling your trip can be expensive. Trip cancellation/interruption insurance may reimburse you for travel expenses.

Policies, definitions, and limitations will vary with each company. For example, “death of a family member” may exclude certain relatives and those with pre-existing medical conditions. Certain COVID-19 related issues now may only be covered under CFAR (Cancel For Any Reason) insurance. We provide travel insurance options for our guests at the time of booking. Of course you can select another company of your preference. We also recommend to see if your credit card offers minimal coverage as well.

But What about Airbnb’s Cancellation Policy?

Most importantly- if you skipped over or don’t recall “Booking Mistake 1” and booked through Airbnb, because of their new Cancellation Policy in effect June 6, 2024, you will find many situations are not covered. Therefore, your reservation remains subject to the Host’s cancellation policy for the listing.

Examples of common events not covered by Airbnb’s policy include:

• Events that impact a guest or their ability to travel, but not the reservation location
• Unexpected injury or illness
• Government obligations like jury duty or court appearances
• Non-binding travel advisories or other government guidance that fall short of a travel ban or prohibition
• Cancellation or rescheduling of an event for which the reservation was made
• Transportation disruptions unrelated to a covered Event, such as airline insolvency, transportation strikes, and road closures due to maintenance

No matter which insurance company you select we always recommend you get a quote for your next trip and then compare the plans and their pricing.

Booking Mistake 9: Skimming policies and rules

Be sure you know all the cancellation policies and rules for the vacation rental you book. Always ask for a copy of the policies and rules prior to confirming your stay. Then after reading them carefully do not hesitate to ask the owner or property manager to answer any questions you might have.

Cancellations

Vacation rental cancellation policies are often stricter than those of a hotel. This is because other travelers are turned away once one group reserves the dates. Also while you’ll be repaid the price of the booking because you changed your mind, we owners must pay the credit card fees for not only receiving your payments, but returning it as well.

For that reason, we strongly advise you carefully read any exclusions of “flexible” cancellation policies through 3rd party platforms. Your accommodation cost may be fully refundable, but not the service fees charged by the site.

From house and HOA rules to regional regulations and laws

More and more communities are forbidding short term rentals in their areas as a result of guests not knowing the the communities’ rules, regulations, and visitor policies. For that reason we stress to all our guests to look before you book! Know what are you obligated to do. This includes knowing the limits on noise, number cars that may be parked, keeping lights low at night to assure dark skies in the community. Be upfront if planning to host a special dinner or invite other families to swim in the pool.

Owners accept reservations based on what it is disclosed at the time of booking. Some owners disallow parties or added guests due to liability and insurance reasons. Others may allow with approval first. If you don’t know the total guest count yet, confirm you’ll be able to add guests to the reservation later.

 Booking Mistake 10: Not asking about morning light and noises if you’re a light sleeper

Always be aware of your sleeping preferences and those of your group when traveling. After all having a restful time in order to recuperate, regenerate, and relax is a primary reason for taking a vacation! If your sleeping habits or those of the others in your party dictate the type of bedroom you’ll be happiest in, speak up. Check with the owner if they have black out shades if you need dark room for deep sleeping. if they do not provide a sleep mask, you’ll need to be sure to pack yours. Also ask if there is added noise during the day, for example from new construction, to assure the baby won’t be awaken from her much needed nap.

Booking Mistake 11: Assuming Fast Wifi

Before making plans to binge-watch your favorite Netflix series, first make sure you’ll actually be able to stream it. Does that luxurious home in the mountains’ redwoods have internet at the speed of snails, or even none at all? Does the rural area have fiber and cable internet, commonly unavailable in rural areas? Are slow DSL or satellite internet their only options? You’ll want to make sure that the WiFi works everywhere you’ll need it. Whether in the home’s office or better yet, outside while enjoying the views you want to assure you’ll remain connected.

Does your selected vacation home have a generator or at least a solar powered battery? If not, do you?Remember if your holiday location has frequent rain storms or high winds you may end up disconnected. They not only knock the electricity, but also your connection to the wide world on the internet.

Always have a plan B just in case the internet does go out. Owners with internet speed limitations, usually mention this in their listing. But if an unexpected storm or power outage occurs will there be other locations where you can “power up?”

We recommend you bring a strong mobile hotspot. It will assure you meet school/work deadlines, not drop conference calls and maintain security requirements.

Booking Mistake 12: Forgetting your deal breakers

For some travelers their must-haves are deal breakers. Be sure to ask about things like sleeping next to cemeteries if that would make you anxious. Ask about the laundry soap used if you are sensitive to scented detergent. Or ask if you can adjust the house temperature if you can’t sleep without 65 degree ice box temps.

Booking Mistake 13: Expecting unlimited supplies

Did you have had access to the storage room at your last vacation rental? You were lucky that time. Not all owners share this same policy. Another critical question to discuss with the owner or property manager is what you must bring with you and what you can leave at home. You don’t want to over pack or worse yet arrive with out any of the essentials, especially snacks and toilet paper!

The majority of vacation rentals provide what is called a “starter pack.” The general expectation is for guests to purchase their own personal items. These include toiletries/kitchen supplies. Guests are often encouraged to purchase them at the vacation location. Often though, guests will pack food and supplies from home. If you purchase supplies once you arrive, make sure the stores actually have your favored food items. Other vacation rentals stock their pantries with kitchen staples at the beginning of each season. Then guests continue refilling with a “pay it forward” policy.

What to pack and what not to pack at Sea Ranch Abalone Bay

For example we at Sea Ranch Abalone Bay provide our guests starter supplies that include:

• Multi-spice shaker that includes Paprika, Curry, Cayenne, Garlic Salt, Black Pepper, and Salt –to take home with you
• Teas, individually wrapped sugar and creamer packets.
• Starter selection of snacks (breakfast bars, popcorn)
• A beverage of choice (see registration form)
• Coffee
• Coco Mix
• 5 rolls of paper towels
• 4 rolls of toilet paper in each bathroom
• Storage bags, aluminum foil and plastic wrap

Booking Mistake 14: Not checking the house upon arrival

Once you have unlocked the door and stepped over its threshold, be sure to take a quick look about the property. Not only do you want to familiarize yourself with the home, you want to make sure all is in working order.

• Check the appliances to assure they work and you know how to use them
• Turn on/off the lights to assure they are plugged in and bulbs work
• Locate the emergency items (fire extinguisher, first aid)
• Assure the home is as advertised with all its supplies and amenities
• Start a “Needs Attention” list if one is not made available for you.
• Contact the owner or manager immediately if there is any problem or you have any concerns

Booking Mistake 15: Forgetting to do a final sweep of the house

As your vacation rental draws to a close you’ll want to review the homeowner’s check-out instructions. In general it includes the steps needed to make sure the house is in good order before you leave. During your stay, if you found anything that needs attention, let your host know about it immediately. Their housekeeper or handyman will either take care of it or let the owner know so they can address it. 

“Needs Attention” list

We ask our guests to also let us know if anything needs attention in preparation for our next guest on our “NEEDS ATTENTION” sheet to help prepare and inform our housekeeper. For instance we ask you to consider things like:

• Are we running low on detergent or toilet paper or a light bulb out?
• Was there a section of the house that needs extra special cleaning or fixing the next time around?
• Anything else that needs attention inside or outside the house?

Departure check list

Vacation rentals also have a checklist to make sure your getaway is smooth and secure.  Our list above includes:

• Return Passes
• Log out of accounts
• Tidy Up, Start dishes
• Close, windows, blinds and lock all doors
• Write a review

Did you forget anything?

But before you pull the door closed behind you, do a last sweep of the house. Look for anything that you may have forgotten. This will save you in return mail costs should the owner find it later and you need it returned in the mail. We suggest you look in all the familiar places:

• Under beds and sofas
• In all the drawers
• Outside in the courtyard
• Inside the garage
• In the closets
• Refrigerator/Freezer for forgotten food

We also remind guests to return all the vacation home’s recreational equipment and guest passes where they belong. This includes all the house passes, car tags, folding chairs, and most especially the garage door opener. Overnight mailing to assure it arrives for the next guest can be costly.

Once you’ve double checked all is in order, we hope you leave your home with a smile of contentment and the dream to return and do it again!